Executive Assistant to CEO

Executive Assistant

This role exists to support senior leadership by keeping operations organized, priorities aligned, and executives prepared. The Executive Assistant serves as a strategic administrative partner, enabling leadership to focus on high-impact work while ensuring daily logistics, communication, and coordination run smoothly.

We are seeking an experienced Executive Assistant to provide high-level administrative and scheduling support to three executive leaders. This position requires exceptional organization, sound judgment, and the ability to manage competing priorities in a dynamic environment. The Executive Assistant will act as a central point of coordination between executives and internal teams, external partners, and vendors, handling sensitive information with professionalism and discretion.

Key Responsibilities

• Manage and optimize executive calendars, schedules, and daily priorities to ensure effective use of time
• Coordinate domestic travel arrangements, including flights, lodging, transportation, and detailed itineraries
• Prepare, submit, and track expense reports related to travel, meetings, and business activities
• Review upcoming meetings to ensure executives are fully prepared with relevant materials, context, and documentation
• Support internal and external meetings by coordinating logistics, scheduling rooms or virtual sessions, distributing agendas, and capturing notes when needed
• Assist with preparation of presentations, reports, and briefing materials
• Provide organizational and administrative support for ongoing initiatives and time-sensitive projects, tracking action items and follow-ups
• Help coordinate company events, internal meetings, and employee activities such as celebrations or leadership gatherings
• Respond to ad hoc administrative requests and adjust quickly as business needs evolve

Qualifications & Experience

• Bachelor's degree preferred, or equivalent professional experience
• Minimum of 5 years of experience in an executive support, administrative, or project coordination role
• Demonstrated ability to work independently while taking ownership of responsibilities and outcomes
• Strong interpersonal skills with comfort interacting with senior leaders, external partners, and cross-functional teams
• Clear and professional written and verbal communication skills
• Exceptional attention to detail and follow-through
• Advanced proficiency with Microsoft Office tools, including Outlook, Word, Excel, and PowerPoint

Core Competencies

• Detail & Quality Focus: Produces accurate, high-quality work and continuously seeks ways to improve processes
• Flexibility: Adapts well to change, remains effective under pressure, and embraces new responsibilities
• Comfort with Uncertainty: Navigates shifting priorities and ambiguous situations with confidence
• Reliability: Consistently meets commitments, maintains accountability, and manages time effectively
• Creative Thinking: Identifies practical solutions and turns ideas into actionable outcomes
• Professional Integrity: Handles confidential information responsibly and acts with honesty and discretion
• Organization & Planning: Balances multiple priorities, coordinates resources efficiently, and meets deadlines
• Problem Solving: Breaks down complex challenges and evaluates options thoughtfully
• Sense of Urgency: Responds promptly and follows through to completion
• Collaboration: Supports team objectives, values input from others, and contributes to a positive work environment